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Fall Financial Aid Processing Deadlines

Modified: August 3, 2017
Academic programs that want their students to register by the first billing in September, and be paid on the first pay date at the end of September, must meet the deadlines below. 
 
We strongly encourage programs to contact their continuing students and ensure fall quarter registration is complete by 5 PM on Tuesday, August 9.
 
May 16, 2017 Fall quarter registration opened
August 9, 2017 Dual career and non-degree spreadsheet due for fall quarter – initial request
With the implementation of the Smart Pages, you are unable to complete data entry for students who are in dual careers or a non-degree program.  Please submit the dual career/non-degree spreadsheet with the required information, so that
TGS financial aid staff can complete this data entry. 
  Funding entry for stipend awards from TGS managed funds due for fall quarter – initial request. (These are item types that begin with 61 and include only words in the description.)
Any entries made by this date will be included in the first test of the interface.
  Funding requests in Specials Tooldue for fall quarter – initial request
August 9, 2017 Open Lab/Training Session – Evanston
Email
tgs-fa@northwestern.edu to register. Session will be held at the University Library, room B182 from 9-11am.
  Students registered for fall quarter by 5 PM will be billed for fall quarter on August 10.
August 10, 2017 Students’ invoices generated
Please remind students to review and pay any outstanding balance for which they are responsible; funded students should notify you if their tuition has not been paid for summer.
  First interface test for fall 2017.
Reports will be generated and will be available in VISTA.  A list of any errors that occur will be sent out to appropriate users so that they can be corrected prior to the actual interface.
August 21, 2017 Dual career and non-degree spreadsheet due for fall quarter – second request.
With the implementation of the Smart Pages, you are unable to complete data entry for students who are in dual careers or a non-degree program.  Please submit the dual career/non-degree spreadsheet with the required information, so that
TGS financial aid staff can complete this data entry. 
  Funding entry for stipend awards from TGS managed funds due for fall quarter – second request. (These are item types that begin with 61 and include only words in the description.)
Any entries made by this date will be included in the second test of the interface.
  Funding requests in Specials Tool due for fall quarter – second request.
August 24, 2017 Second interface test for fall 2017
Reports will be generated and will be available in VISTA.  A list of any errors that occur will be sent out to appropriate users so that they can be corrected prior to the actual interface.
August 23, 2017 Open Lab/Training Session – Chicago
Email
tgs-fa@northwestern.edu to register. Session will be held at Tarry 1-731 on Chicago Campus, 2-4 pm.
August 24, 2017 Open Lab/Training Session – Evanston
Email
tgs-fa@northwestern.edu to register.   Session will be held at the University Library, room B182 from 2-4 pm.
September 6-12, 2017 Versant test administered during this week for students who have registered for the test.
September 9, 2017
 
Entry of fall quarter tuition funding due
If funding is not entered by this date, continuing students who preregistered will be charged tuition, but their invoices will not reflect their scholarship funding and will show a balance due for tuition.
  Students registered for fall quarter by 5 PM will be billed for fall quarter on September 10.
  Fall quarter registration closes at 5 pm for continuing students.
September 10, 2017 Students’ invoices generated.
Please remind continuing students to review and pay any outstanding balance for which they are responsible; funded continuing students may notify you if their tuition has not been paid for fall.
September 11, 2017 Open Lab/Training Session – Chicago
Email
tgs-fa@northwestern.edu to register.     Session will be held at Tarry 1-731 on Chicago Campus, 1-3 pm.
 
Dual career and non-degree spreadsheet due by for fall quarter – final request before interface.
With the implementation of the Smart Pages, you are unable to complete data entry for students who are in dual careers or a non-degree program. Please submit the dual career/non-degree spreadsheet with the required information, so that
TGS financial aid staff can complete this data entry. 
  Funding requests in Specials Tool due for fall quarter – final request before interface.
September 12, 2017 Funding entry for stipend awards from TGS managed funds and non-TGS managed funds due by 5pm for fall quarter – final entry before interface. 
Any entries made by this date will be included in the interface if specific criteria has been met.
  Open Lab/Training Session – Evanston
Email
tgs-fa@northwestern.edu to register.   Session will be held in Tech MG51, from 9-11 am.
September 13, 2017 Interface process between SES and myHR is run. SES and myHR not available for data entry until after 1 pm.
September 14, 2017  
Paper position/appointment forms for June pay due to Payroll Office. 
Please complete paper position/appointment forms for any additions, reductions and/or cancellations of stipend awards with item types in which the description includes the chart string.  Paper forms must be submitted by Payroll’s stated deadline of September 14 in order for the student to be paid on September 30. The interface on September 13, 2017 only transmitted stipend awards that began on September 1st and were continuous on the same chart string at the same pay rate.  
  Fall quarter registration opens for new students only.
September 22, 2017  
Remind your students that this is the last date for students to sign up for myHR direct deposit on-line prior to September 30 pay date. Students must use Multi-Factor Authentication to sign up.
 
  Registration Deadline to Prevent FICA Withholding.
Remind your TGS students who are scheduled to receive pay on September 30 that they must register for fall quarter by September 22 by 5 PM to avoid having Social Security/Medicare tax (FICA) deducted. Only students who are being funded entirely or partially as graduate, teaching and research assistants are subject to FICA.
 
Faculty and Staff